Outsourcing can be a valuable practice for many small business owners. It frees up time allowing them to handle the important areas of their business. Those areas include ones the owner truly needs to focus on. Outsourcing allows someone else, a paid assistant or other professional, to handle areas such as email, bookkeeping, etc. However, to make the most of outsourcing it is important that it be handled strategically.
The following are some tips for a better outsourcing experience:
Communicate! With outsourcing, communication is the key. Without proper communication between the business owner and the assistant, things can take a turn for the worse and quickly. You will want to make sure from the beginning that your helper understands what is expected of them, what your agreement is and how you will go about communicating, paying them and evaluating their work. A good assistant will know to ask questions should they need clarification on a project, but you can also facilitate the process. Proper communication can make life easier for both of you.
Sign an agreement. This can truly make or break the relationship. Treat your outsourcing agreements properly as a business agreement that needs to be handled in a business manner. You will want to draw up a written agreement that the both of you are satisfied with and make sure that you have a signed and dated copy to keep for your records. This will save you a lot of pain in the future if the business deal, tasks or payment arrangements are ever in question.
Be explicit with instructions and deadlines. More often than not it pays to be specific. When you give very specific instructions and set specific deadlines there are fewer questions and concerns for both parties. Even if you think something is a “given†still specify to avoid misunderstandings for the both of you.
Let go! That’s right, once you’ve given a task away to an assistant do not try to hold on and control that job. That’s why you hired someone to handle it for you, so you wouldn’t have to worry about it any longer and so you could free up your mind and your time to handle other things. So, don’t try to control all the details of the situation once you’ve passed it on.
Take time to evaluate. Take the time to review the working relationship between you and your assistant. Every so often (at minimum once a year), evaluate the work being performed and how it is helping your business. Make sure you are spending your time and money wisely. Make adjustments as necessary.
I think quit often it is difficult to take your fist steps with outsourcing.
I remember outsourcing to a good friend of mine and all the things you describe above went wrong.
Although we had agreed on how things should be handled (also some notes made by both of us), the agreement was lacking the formal character and later, when i got unsatisfactory results, it became difficult to discuss and the friendship was endangered.
I started to take away projects from my firend and outsourced to someone else (no friend, no relative) with all the proper docs and controls in place.
Lesson learned the hard way – and I still have my old friend (who is reliable as a friend, but not as a business partner)
Great post Alice,
I have a question for you
The first step for me in outsourcing is to overcome the TRUST barrier between me and a potential outsourcing company. Its seems to me that often it is easier and quicker to do something yourself and therefore until you’re under pressure the thought of outsourcing never crosses your mind. By then its too late and you can possibly make a bad decision.
How can you bring this to font of mind more quickly and not get i n this position?
Andee – To answer your question, if it’s a repetitive task, it’s rarely quicker and easier to do it yourself. Set up an instruction sheet with the process and hand it off to someone else. Keep those instructions handy if you have to hire someone new…it’s simple. 🙂
I think it’s important to make it a habit to write out / video record your business processes, even if it takes more time to start with. It will save you tons of time in the long run and it also makes your business more valuable (should you decide to sell it at some point).
In regard to trust, it’s something you need to build. Start small, give more tasks as you feel more comfortable. If you nurture the relationship with a qualified contractor, it will become more valuable to you than you’ll even imagine!
Hi Alice,
Thanks for your answer
I must say, this is an excellent post. I also agree with Andee, there just be trust in the business relationship without which everything will fail. It is also important to value that trust if you want to have a long and productive relationship.
I think you need a title: how about “The Outsourcing Queen”? 😉
“Be explicit with instructions and deadlines.”
That’s the hardest part. Almost every time, there is something forgot or misunderstood from my experience with outsourcing. And that costs time and money in the end.